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[ BEN Financials ]

6. Report Parameters
Documentation :|: BEN Balances Report Documentation

6.1 General Guidelines

The BEN Financials General Ledger reports use parameters as a way of specifying

  1. the accounting period for which financial data should be reported, and
  2. what accounts should appear on the report. Accounts are usually selected based on values in one or more of the segments in the account number (e.g., based on CNAC, or ORG or FUND); accounts can also be selected based on the Responsible ORG on the fund.

The general guidelines listed here apply to parameter usage in most of the BEN Financials General Ledger reports. In those few cases where special parameters apply to a particular report, information about parameter usage will be included in the documentation for that report.

  1. In most cases, all parameters on the reports are optional. However, it is always a good idea to use one or more of the parameters to narrow down the search criteria, as this usually results in faster run times for the report.

  2. With the exception of the Responsible Org (RESP ORG) parameter (see below), all of the report parameters are handled as And conditions. Only those account combinations which satisfy All of the parameters specified will be included on the report.

  3. In general, a user can report on only those account combinations where the ORG in the combination is within that user's BEN Financials security profile. The security check on the ORG value is automatically applied to both the ORG and RESP ORG parameters.

  4. If you want to include all of your ORGs, complete the ORG parameter with your lowest numbered ORG as the low value and your highest numbered ORG as the high value - the system will automatically return to you only the ORGs in that range that your BEN Financials security profile gives you access to.

  5. If you use a parent as the value for one or more of the segment parameters, the system will automatically expand that parent into its component children and use the child values in resolving the selection criteria. To use a parent value for the ORG parameter, that parent Must be in your BEN Financials security profile. Parent values are not currently supported for the RESP ORG parameter. To specify more than one RESP ORG value, you must use a range instead of a parent. Even in those instances where parent values can be used, the report will always run faster when a range is used instead of a parent value.

  6. RESP ORG: When a fund is used across multiple ORGs, the organizational unit that has been designated the Responsible ORG for the fund is authorized to see All combinations used with that fund regardless of the ORG value. Responsible ORG is a special FUND attribute that can be viewed online within the "GL COA Inquiry" Responsibility on the View Segment Attributes screen (\Navigate COA Query).

    The RESP ORG parameter allows users to specify whether or not accounts should be included or excluded from a report based on the fund's Responsible ORG attribute. The RESP ORG parameter can be used without the ORG parameter or it can be combined with the ORG parameter by use of the Connector parameter. This special parameter allows the user to specify the boolean condition for how the two parameters should be combined: the OR, And, and And NOT operators are supported.

    Special Note: in those few cases where the RESP ORG parameter is offered in conjunction with the CNAC parameter, the value specified for the CNAC parameter will constrain the account combinations returned from the RESP ORG parameter. In other words, only those account combinations within the CNAC value specified will be reported. When the RESP ORG parameter is used and the CNAC parameter is also required, always specify a broad low/high range for the CNAC parameter (e.g., 000-990).

  7. The following is a brief description of the rules the system follows in interpreting the ORG and RESP ORG parameters. More detailed information on the use of these parameters is provided in Section 6.3.

    1. The Connector value is always ignored when one or both of the ORG/RESP ORG parameters is left blank.

    2. If Both parameters are left blank, the system will automatically fill both parameters with the list of ORGs from the user's security profile and use the OR condition (regardless of the Connector value specified). This will result in returning all account combinations where the ORG in the account is in the user's security profile Plus all account combinations where the RESP ORG on the fund is in the user's security profile.

    3. If one of the parameters is left blank and the other is not blank, the system will use only the non-blank parameter and ignore the Connector value. When ORG is supplied and RESP ORG is left blank, the system selects the accounts based on the ORG parameter and ignores the RESP ORG value on the fund. When RESP ORG is supplied and ORG is left blank, the system selects the accounts based on the RESP ORG value on the fund and ignores the ORG value on the account.

    4. If both of the parameters are completed, the system uses both of those parameters, along with the specified Connector value, to select accounts for the report.

  8. In general, it's always a good idea to use the ORG parameter; this helps constrain the selection criteria and usually makes the report run faster. In the vast majority of cases, selection criteria that includes a value or range of values for the ORG parameter, the OR value for the Connector, and a value or range of values for the RESP ORG parameter will provide the optimum coverage for selection of accounts.

    The following table provides some general guidelines for use of the ORG and RESP ORG parameters. It is possible to achieve the same results through different combinations of the parameters, but the following are the recommended approaches to use. For additional information, see also Sections 6.3 and 6.4.

    If you want to select accounts based on.... Complete the parms this way.....
    A combination of the ORG in the account and the RESP ORG on the fund

    ORG - specify a value/range of values (don't leave blank)

    RESP ORG - specify a value/range of values (don't leave blank)

    The RESP ORG on the fund, regardless of the ORG in the account

    ORG - leave blank

    RESP ORG - specify a value/range of values (don't leave blank)

    The ORG in the account, regardless of the RESP ORG on the fund

    ORG - specify a value/range of values (don't leave blank)

    RESP ORG - leave blank

    Remember: the RESP ORG for the common University funds (e.g., the General Unrestricted Fund and other funds that begin with "00") is typically a central office such as the Comptroller's Office or the Treasurer's Office. Therefore, when the RESP ORG parameter is used without the ORG parameter, the resulting report would exclude all such funds because the RESP ORG value would not be part of the user's security profile.

  9. On the last page of every report two pieces of important information are provided: Report Parameters and Report Break - Resolved Parameters.

    1. Report Parameters
      The parameters used to request the report are printed on the last page as confirmation of what was requested. If the account combinations returned to you in the report are not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided at the time you submitted the request.

    2. Report Break - Resolved Parameters
      The list provided here represents the list of values within the range you provided as Report Parameters that passed security verification and that exist on the database as valid combinations. When a report is submitted, ORGanization parameters that were provided are compared against your BEN Financials security profile. All ORGanizations in the range that match your profile and that exist as valid combinations will be returned to you in the report.

    This is a good second place to look if you did not get the results you expected. Compare the list of ORGanizations in this list against the parameter range you provided. If an ORGanization is missing, chances are it either does not exist in your security profile or does not exist as a valid combination.


6.2 Parameter Definitions

The BEN Financials General Ledger reports use parameters to specify the accounting period for which financial information is to be reported and as a way for the user to indicate what accounts should be included on the report. Typically, one or more of the COA segments are provided as parameters for account selection. The parameters are completed using a low and high value which allows users to specify either a single value (low and high value are the same) or a range of values. Parent values can generally be used instead of a range for most of the COA segment parameters. To use a parent value for the ORG parameter, that parent Must be in your BEN Financials security profile. Parent values cannot be used for the RESP ORG parameter.

Period name: The Accounting Period, in format MMM-YY, for which balances should be reported. All accounting periods, prior and current, are available for reporting. The earliest period for which financial data is available in BEN Financials is JUN-96.
CNAC: This parameter is used to specify the CNAC value or range of values that should be used for selecting accounts for the report. When the CNAC parameter is not provided as an option, the report will always return the Center associated with the ORGs selected for the report and the NAC value will generally default to '0' (unrestricted).
ORG: This parameter is used to specify the ORG value or range of values that should be used for selecting accounts for the report. Only those account combinations that include the ORG value or range of values specified will be included on the report.

It is important to note that the "universe" of ORGs from which a particular user can select is defined by their BEN Financials security profile. Regardless of the value(s) specified in the ORG parameter, the system will only return those ORG values that the user has been authorized to see via their BEN Financials security profile. Note: the rules are slightly different when the ORG parameter is combined with the RESP ORG parameter. See the paragraphs below on the RESP ORG parameter and also Section 6.3 for more specific information on use of the ORG and RESP ORG parameters.

RESP ORG: This parameter is used to adjust the selection of funds for the report based on the ORG that is the Responsible ORG for the fund. The RESP ORG parameter can be used by itself or it can be used in conjunction with the ORG parameter. When used in combination with the ORG parameter, the Connector parameter allows the user to specify the boolean condition that should be applied to the combination of ORG/RESP ORG criteria. The OR, And, and And NOT boolean operators are supported. See Section 6.3 for more specific information on use of the ORG, RESP ORG, and Connector parameters.

Special Note: In those few cases where the RESP ORG parameter is offered in conjunction with the CNAC parameter, the value specified for the CNAC parameter will constrain the account combinations returned from the RESP ORG parameter. In other words, only those account combinations within the CNAC value specified will be reported. When the RESP ORG parameter is used and the CNAC parameter is also required, always specify a broad low/high range for the CNAC parameter (e.g., 000-990).

FUND: This parameter is used to specify the FUND value or range of values that should be used for selecting accounts for the report. Only those account combinations that include the FUND value or range of values specified And which meet the other parameters specified will be included on the report.

Based on the use of the Fund parameter..... The result will be...
If no FUND value is entered.... The report will select account combinations regardless of fund value , only the ORG, RESP ORG, Program, and CREF parameters (if available) will be used to limit the selection of accounts for the report.
If a FUND value or range of values is entered..... The report will select only those account combinations where the FUND in the combination matches the FUND value(s) specified and where the account combination meets any other selection criteria specified. At a minimum, the account combination would need to have a FUND value that matches the value(s) specified and the ORG in the combination would need to be allowed based on the user's BEN Financials security profile.

Program: This parameter is used to specify the Program value or range of values that should be used for selecting accounts for the report. Only those account combinations that include the Program value or range of values specified And which meet the other parameters specified will be included on the report. If this parameter is left blank, accounts will be selected without regard to Program value.
C-REF: This parameter is used to specify the Center Reference value or range of values that should be used for selecting accounts for the report. Only those account combinations that include the Center Reference value or range of values specified And which meet the other parameters specified will be included on the report. If this parameter is left blank, accounts will be selected without regard to Center Reference value.


6.3 Parameter Usage Matrix

The following table explains how the combination of ORG and RESP ORG parameters affects the selection criteria for a report. These parameters can be used separately or in combination with each other. All other parameters, such as the FUND, Program, and C-REF parameters are added to the ORG/RESP ORG parameters with an And condition. That is, once the ORG/RESP ORG parameters have been satisfied, the account must also meet any other criteria specified in the other segment parameters.

Remember:

  • The RESP ORG for the common University funds (e.g., the General Unrestricted Fund and other funds that begin with "00") is typically a central office such as the Comptroller's Office or the Treasurer's Office. Therefore, when the RESP ORG parameter is used without the ORG parameter, the resulting report would exclude all such funds because the RESP ORG value would not be part of the user's security profile.

  • In those few cases where the RESP ORG parameter is offered in conjunction with the CNAC parameter, the value specified for the CNAC parameter will constrain the account combinations returned from the RESP ORG parameter. In other words, only those account combinations within the CNAC value specified will be reported. When the RESP ORG parameter is used and the CNAC parameter is also required, always specify a broad low/high range for the CNAC parameter (e.g. , 000-990).

ORG Connector RESP ORG Result
blank OR blank

All account combinations where Either the ORG in the combination OR where the RESP ORG on the fund is included in your BEN Financials security profile.

Note: When both the ORG and RESP ORG parameters are left blank, the system automatically fills both of them with the ORGs from the user's security profile and uses the OR condition (regardless of the Connector value you may have specified).

blank OR value/range of values

All account combinations where the fund in the combination has the RESP ORG specified and this RESP ORG value is included in your BEN Financials security profile.

Note: The system ignores the Connector when one or both of the ORG/RESP ORG parameters are left blank.

value/range of values OR blank

All account combinations where the ORG in the combination is equal to the ORG value(s) specified and is included in your BEN Financials security profile.

Note: The system ignores the Connector when one or both of the ORG/RESP ORG parameters are left blank.

value/range of values OR value/range of values

All account combinations where Either the ORG in the combination is equal to the ORG value(s) specified (and is included in your BEN Financials security profile) OR where the RESP ORG on the fund is equal to the RESP ORG value(s) specified (and is included in your BEN Financials security profile).

Note: when the value/range of values specified includes all the ORGs in your security profile, this provides basically the same results as leaving both the ORG and RESP ORG parameters blank. Using values instead of blanks, however, is the preferred approach.

blank And blank

All account combinations where Either the ORG in the combination OR where the RESP ORG on the fund is included in your BEN Financials security profile.

Note: This produces the same result as the blank/OR/blank scenario. When both the ORG and RESP ORG parameters are left blank, the system automatically fills both of them with the ORGs from the user's security profile and uses the OR condition (regardless of the Connector value you may have specified).

blank And value/

range of values

All account combinations where the fund in the combination has the RESP ORG specified and this RESP ORG value is included in your BEN Financials security profile.

Note: This produces the same result as the blank/OR/value scenario. The system ignores the Connector when one or both of the ORG/RESP ORG parameters are left blank.

value/range of values And blank

All account combinations where the ORG in the combination is equal to the ORG value(s) specified and is included in your BEN Financials security profile.

Note: This produces the same result as the value/OR/blank scenario. The system ignores the Connector when one or both of the ORG/RESP ORG parameters are left blank.

value/range of values And value/range of values

Only those account combinations where the ORG is included in your BEN Financials security profile and is equal to the ORG value(s) specified And where the fund in the combination has the RESP ORG specified and this RESP ORG value is included in your BEN Financials security profile.

blank And NOT blank

All account combinations where Either the ORG in the combination OR where the RESP ORG on the fund is included in your BEN Financials security profile.

Note: This produces the same result as the blank/OR/blank scenario. When both the ORG and RESP ORG parameters are left blank, the system automatically fills both of them with the ORGs from the user's security profile and uses the OR condition (regardless of the Connector value you may have specified).

blank And NOT value/range of values

All account combinations where the fund in the combination has the RESP ORG specified and this RESP ORG value is included in your BEN Financials security profile.

Note: This produces the same result as the blank/OR/value scenario. The system ignores the Connector when one or both of the ORG/RESP ORG parameters are left blank.

value/range of values And NOT blank

All account combinations where the ORG in the combination is equal to the ORG value(s) specified and is included in your BEN Financials security profile.

Note: This produces the same result as the value/OR/blank scenario. The system ignores the Connector when one or both of the ORG/RESP ORG parameters are left blank.

value/range of values And NOT value/range of values

Only those account combinations where the ORG is included in your BEN Financials security profile and is equal to the ORG value(s) specified And where RESP ORG on the fund in the combination is NOT equal to the value(s) specified.


6.4 Examples

The following examples may help clarify the use of the most common report parameters.

In the majority of cases, item 1 in the table below is the Recommended approach for handling the most common selection criteria.

 

If you want to report on.....

Complete the parms this way.....
1.

All of your account combinations (i.e., the account combination includes one of your ORGs) Plus All account combinations for funds that you're responsible for (i.e., your ORG is the responsible org for the fund).

This will list those account combinations that include your ORG(s) plus any account combinations that may have used a different ORG but have used your fund(s).

ORG your ORG or range of ORGs
  Connector OR
  RESP ORG your ORG or range of ORGs
  FUND leave blank
  C-REF leave blank
 

Special Note: you will get the same results as the above if you leave both the ORG and the RESP ORG parameters Blank and use Any value for the Connector parameter. However, the above is the recommended approach.


2.

All account combinations for one or more funds that you're responsible for (i.e., your ORG is the Responsible ORG on the fund).

This will list any account combinations, regardless of ORG, that have used your funds. It will NOT list any of your account combinations (i.e., the account combination includes one of your ORGs) that use a fund that isn't yours (i.e., another ORG is the responsible ORG for the fund).

ORG leave blank
    Connector OR
    RESP ORG your ORG or range of ORGs
    FUND

leave blank to select all your funds or put in a range if you just want your funds that fall within that range

C-REF leave blank

Remember: the RESP ORG for the common University funds (e.g., the General Unrestricted Fund and other funds that begin with "00") is typically a central office such as the Comptroller's Office or the Treasurer's Office. Therefore, when the RESP ORG parameter is used without the ORG parameter, the resulting report would exclude all such funds because the RESP ORG value would not be part of the user's security profile.


3.

All of your account combinations (i.e., the account combination includes one of your ORGs) But Only If the fund is also your fund.

This will list any account combinations used with your ORGs but only when the fund is also your fund. It Will NOT list your account combinations used with other funds Nor will it list account combinations from other ORGs using your funds.

ORG your ORG or range of ORGs
  Connector And
  RESP ORG your ORG or range of ORGs
  FUND leave blank
  C-REF leave blank
 

Remember: the RESP ORG for the common University funds (e.g., the General Unrestricted Fund and other funds that begin with "00") is typically a central office such as the Comptroller's Office or the Treasurer's Office. Therefore, in the above example the resulting report would exclude all such funds because the RESP ORG value for those funds would not be part of the user's security profile.


4.

All of your account combinations (i.e., the account combination includes one of your ORGs) used in combination with a fund that is NOT yours (i.e., a different ORG is the responsible org).

This will list any account combinations used with your ORGs but only when the fund is not your fund. It Will NOT list your account combinations used with your funds.

ORG your ORG or range of ORGs
    Connector And NOT
    RESP ORG your ORG or range of ORGs
    FUND leave blank
C-REF leave blank

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